Zapier

Important: The Zapier integration allows you to connect ZappWay with 5,000+ apps without writing code. Automate workflows, sync data between systems, and extend your AI Employees’ capabilities across your entire tech stack.

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🔢 Table of Contents

1. Overview
2. Prerequisites
3. Getting Started
4. Available Actions
5. Common Workflows
6. Advanced Use Cases
7. Troubleshooting
8. Best Practices

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1. Overview

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What is Zapier?

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Key Features

• 5,000+ App Integrations: Connect with popular tools like Gmail, Slack, Google Sheets, Salesforce, and more
• No Code Required: Build automations with a simple visual interface
• AI Employee Actions: Query your AI Employees, upload files, and search datastores
• Real-time Automation: Workflows execute automatically when triggered
• Multi-Step Workflows: Chain multiple actions together for complex automations

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What You Can Do

• Send form submissions to your CRM automatically
• Upload new documents to datastores from cloud storage
• Query AI Employees from other apps
• Search datastores and use results in other workflows
• Create automated customer support pipelines
• Sync data between ZappWay and your business tools

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2. Prerequisites

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Before You Begin

• Active ZappWay account
• At least one AI Employee created
• API key from ZappWay dashboard

• Free or paid Zapier account
• Sign up at zapier.com if needed

1. Log in to ZappWay Dashboard
2. Navigate to Settings → API Keys
3. Click “Create API Key”
4. Copy the key and store it securely
5. You’ll need this key to authenticate Zapier

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3. Getting Started

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Step 1: Install ZappWay App in Zapier

1. Log in to your Zapier account
2. Go to My Apps in the left sidebar
3. Click “Add Connection”
4. Search for “ZappWay”
5. Click on the ZappWay app

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Step 2: Connect Your ZappWay Account

1. When prompted, enter your ZappWay API Key
2. Click “Yes, Continue”
3. Zapier will test the connection
4. Once successful, you’ll see “Connection successful”

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Step 3: Create Your First Zap

1. Click “Create Zap” in Zapier
2. Choose a Trigger (the event that starts the automation)
   • Example: “New Email in Gmail”
3. Choose an Action (what happens next)
   • Example: “Query AI Employee in ZappWay”
4. Configure the action with your specific settings
5. Test the Zap to ensure it works
6. Turn on the Zap

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4. Available Actions

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Action 1: Query AI Employee

• Automated customer support responses
• Content generation from triggers
• Decision-making in workflows
• Data enrichment with AI

AI Employee: Customer Support AI
Question: What is our refund policy for orders over $100?
Conversation ID: (leave empty for new conversation)
Auto-truncate: Yes

• answer - The AI Employee’s response
• query - The original question you asked
• conversationId - ID to continue this conversation
• sources - Documents used to generate the response

{
  "answer": "For orders over $100, customers can request a full refund within 30 days of purchase. They need to contact [email protected] with their order number. Refunds are processed within 5-7 business days.",
  "query": "What is our refund policy for orders over $100?",
  "conversationId": "conv_abc123def456",
  "sources": [
    {
      "text": "Refund policy section from company handbook",
      "source": "https://docs.company.com/policies/refunds",
      "score": 0.89
    }
  ]
}

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Action 2: Upload File to Datastore

• Auto-sync documents from Google Drive to datastore
• Upload new contracts or invoices for AI analysis
• Keep knowledge base updated with latest files
• Archive important documents with metadata

Datastore: Product Documentation
File: [file from previous step]
File Name: product-specs-v2.pdf
Metadata: {"department": "Product", "version": "2.0", "date": "2025-01-15"}

• Documents: PDF, DOC, DOCX, TXT, MD
• Spreadsheets: CSV, XLS, XLSX
• Presentations: PPT, PPTX
• And more

• success - Whether upload was successful
• fileId - Unique identifier for the uploaded file
• fileName - Name of the uploaded file
• fileSize - Size in bytes
• status - Processing status (processing, completed, failed)
• message - Additional status information

{
  "success": true,
  "fileId": "file_abc123def456",
  "fileName": "product-specs-v2.pdf",
  "fileSize": 2458624,
  "mimeType": "application/pdf",
  "status": "processing",
  "message": "File uploaded successfully and is being processed"
}

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Action 3: Search Datastore

• Find relevant documents for specific queries
• Extract information from knowledge base
• Enrich data with context from documents
• Validate information against stored knowledge

Datastore: HR Policies
Search Query: employee vacation policy guidelines
Number of Results: 5
Metadata Filters: {"department": "HR", "year": "2024"}

• results[]text - The relevant text content found
• results[]source - Original source document or URL
• results[]score - Relevance score (0-1, higher is more relevant)
• results[]metadata - Additional information about the source

{
  "results": [
    {
      "text": "Employees are entitled to 15 days of paid vacation per year. Vacation must be requested at least 2 weeks in advance through the HR portal.",
      "source": "https://docs.company.com/hr/vacation-policy.pdf",
      "score": 0.92,
      "metadata": {
        "fileName": "vacation-policy.pdf",
        "department": "HR",
        "lastUpdated": "2024-01-15"
      }
    },
    {
      "text": "New employees receive 10 vacation days in their first year, increasing to 15 days after one year of service.",
      "source": "https://docs.company.com/hr/benefits-overview.pdf",
      "score": 0.85,
      "metadata": {
        "fileName": "benefits-overview.pdf",
        "department": "HR"
      }
    }
  ]
}

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5. Common Workflows

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Workflow 1: Automated Customer Support (Gmail → AI Employee → Gmail)

• Filter: Emails sent to [email protected]
• Label: Unread

• AI Employee: Customer Support AI
• Question: Email Body
• Use email thread as conversation context

• To: Original Sender Email
• Subject: Re: Original Subject
• Body: AI Employee Response

• Instant responses to customer inquiries
• Consistent, accurate information
• 24/7 support coverage
• Reduced support team workload

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Workflow 2: Document Sync (Google Drive → ZappWay Datastore)

• Folder: /Company Docs/Product Documentation

• Datastore: Product Knowledge Base
• File: File from Google Drive
• File Name: Original File Name
• Metadata:

{
  "source": "Google Drive",
  "uploadedBy": "File Owner",
  "uploadDate": "Current Date",
  "folder": "Product Documentation"
}

• Knowledge base always up-to-date
• No manual uploading required
• Automatic metadata tagging
• Centralized document management

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Workflow 3: Lead Qualification (Typeform → AI Employee → Salesforce)

• Form: Contact Form

• AI Employee: Lead Qualification AI
• Question:

Qualify this lead:
Company: [Company Name]
Industry: [Industry]
Budget: [Budget Range]
Needs: [Describe Your Needs]

Provide: lead score (1-10), qualification summary, next action

• Lead Source: Website Form
• Company: Company Name
• Lead Score: AI Score from response
• Description: AI Summary
• Status: AI Recommended Next Action

• Immediate lead qualification
• Consistent scoring criteria
• Faster sales follow-up
• Better lead prioritization

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Workflow 4: Content Creation (RSS → AI Employee → WordPress)

• Feed URL: https://industry-news.com/rss

• AI Employee: Content Writer AI
• Question:

Write a 500-word blog post about this topic:

Title: [RSS Item Title]
Summary: [RSS Item Description]

Include: introduction, key points, conclusion, and SEO keywords

• Title: Based on AI response
• Content: AI Generated Article
• Status: Draft (for review)
• Category: Industry News
• Tags: AI Suggested Keywords

• Automated content pipeline
• Consistent publishing schedule
• SEO-optimized content
• Editorial review before publishing

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Workflow 5: Support Ticket Classification (Zendesk → AI Employee → Zendesk)

• AI Employee: Ticket Classification AI
• Question:

Analyze this support ticket:

Subject: [Ticket Subject]
Description: [Ticket Description]

Provide:
1. Category (Billing, Technical, Account, General)
2. Priority (Low, Medium, High, Critical)
3. Suggested department
4. Initial response suggestion

• Ticket ID: Trigger Ticket ID
• Category: AI Category
• Priority: AI Priority
• Assigned Group: AI Department
• Internal Note: AI Initial Response

• Faster ticket routing
• Consistent categorization
• Better resource allocation
• Suggested responses for agents

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6. Advanced Use Cases

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Multi-Step Lead Enrichment

1. Trigger: New Row (Google Sheets) - new lead added
2. Action 1: Search Datastore (ZappWay) - find company info
3. Action 2: HTTP Request - get additional data from external API
4. Action 3: Query AI Employee (ZappWay) - analyze and score lead
5. Action 4: Update Row (Google Sheets) - add enriched data
6. Action 5: Send Slack Message - notify sales team if high score

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Intelligent Document Processing

1. Trigger: New Email Attachment (Gmail) - invoice received
2. Action 1: Upload File to Datastore (ZappWay) - store invoice
3. Action 2: Query AI Employee (ZappWay) - extract invoice data
4. Action 3: Create Row (Google Sheets) - log invoice details
5. Action 4: Create Card (Trello) - task for accounts payable
6. Filter: Only if amount greater than $1,000
7. Action 5: Send Email (Gmail) - approval request to manager

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Knowledge Base Maintenance

1. Trigger: Schedule (Zapier) - runs daily at 9 AM
2. Action 1: Find Files (Google Drive) - modified in last 24 hours
3. Loop: For each modified file:
   • Action 2: Upload File to Datastore (ZappWay)
   • Action 3: Send Slack Message - notify team of update
4. Action 4: Create Summary (Google Docs) - daily changes report

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Customer Feedback Analysis

1. Trigger: New Response (Google Forms) - customer feedback
2. Action 1: Query AI Employee (ZappWay) - analyze sentiment
3. Action 2: Add Row (Google Sheets) - log feedback with sentiment
4. Filter: If sentiment is negative
5. Action 3: Create Issue (Jira) - for product team
6. Action 4: Send Email (Gmail) - follow-up with customer

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7. Troubleshooting

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Connection Issues

1. Verify API Key:
   • Check that API key is copied correctly (no extra spaces)
   • Ensure API key hasn’t expired
   • Regenerate key if necessary
2. Check Permissions:
   • API key must have appropriate permissions
   • Verify account is active and in good standing
3. Test Connection:
   • Click “Test” in Zapier connection settings
   • Check error message for specific issue

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Zap Not Triggering

1. Check Zap Status:
   • Ensure Zap is turned ON (not paused)
   • Look for error messages in Zap history
2. Verify Trigger Settings:
   • Confirm trigger app is properly connected
   • Check trigger filters and conditions
   • Test trigger manually
3. Review Task History:
   • Go to Zap History in Zapier
   • Check if tasks are appearing but failing
   • Review error logs for specific failures

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AI Employee Not Responding Correctly

1. Check Query Format:
   • Ensure question is clear and specific
   • Remove any special characters that might cause issues
   • Try shorter, more focused queries
2. Verify AI Employee Configuration:
   • Test AI Employee directly in ZappWay dashboard
   • Ensure datastores are connected properly
   • Check that content is indexed (status: “Ready”)
3. Review Instructions:
   • AI Employee instructions might need refinement
   • Add more specific guidelines for the types of questions from Zapier

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File Upload Failures

1. Check File Size:
   • Files must be under 50MB (typical limit)
   • Split large files if necessary
2. Verify File Format:
   • Ensure file type is supported
   • Check that file isn’t corrupted
3. Check Datastore:
   • Verify datastore exists and is accessible
   • Ensure you have permission to upload to that datastore
4. Review File Source:
   • If file comes from another Zap step, ensure it’s downloading correctly
   • Try with a test file first

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Search Returns No Results

1. Query Too Specific:
   • Try broader search terms
   • Use synonyms or related keywords
2. Datastore Empty:
   • Verify datastore has content
   • Check that files have been processed (status: “Ready”)
3. Metadata Filters:
   • Remove or adjust metadata filters
   • Filters might be too restrictive

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8. Best Practices

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Workflow Design

• Clear, single-purpose workflows
• 3-5 steps maximum when starting
• Well-defined triggers

• Overly complex multi-branch workflows
• Too many conditional steps
• Unclear success criteria

1. Test each step individually
2. Run full workflow with test data
3. Verify output in destination apps
4. Check edge cases (missing data, errors)

Example: Only process high-priority tickets

Filter:
- (Priority) exactly matches "High"
OR
- (Keywords in Subject) contains "urgent" OR "critical"

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Error Handling

1. Zapier Settings → Notifications
2. Enable “Notify me of Zap errors”
3. Choose notification frequency

Path A: If AI Employee responds successfully
  → Continue normal workflow

Path B: If AI Employee fails
  → Send notification to team
  → Log error to spreadsheet
  → Create manual task

• Enable automatic retries in Zapier
• Set appropriate retry intervals
• Consider exponential backoff for rate limits

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Performance Optimization

❌ Bad:
1. Get data from App A
2. Format data
3. Get more data from App B
4. Format data again
5. Query AI Employee
6. Format AI response
7. Send to App C

✅ Good:
1. Get data from App A and B
2. Format once
3. Query AI Employee
4. Send to App C

• Upload multiple files in one action (if supported)
• Process arrays of data
• Use looping for repeated actions

• Check Zapier task consumption regularly
• Optimize workflows to use fewer tasks
• Consider upgrading plan if consistently hitting limits

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Security

• Never log API keys in Zap outputs
• Be careful with customer PII in workflows
• Use Zapier’s built-in encryption for stored values
• Regularly rotate API keys

• Only share Zaps with team members who need access
• Use separate API keys for different environments
• Revoke API keys immediately if compromised

• Follow GDPR, CCPA requirements
• Don’t store personal data unnecessarily
• Implement data retention policies
• Allow customers to request data deletion

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Maintenance

• Check Zap error rates
• Review task history for failures
• Test critical workflows

• Analyze task usage and costs
• Optimize frequently-running Zaps
• Update AI Employee instructions based on performance
• Archive or delete unused Zaps

• Major workflow overhaul if needed
• Review all connected apps
• Update documentation
• Train team on new features

• Purpose and business logic
• Trigger conditions
• Expected outputs
• Error handling approach
• Who to contact if issues arise
• Last review date

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📞 Support & Resources

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Getting Help

• Email: [email protected]
• Live chat in dashboard
• Include: Zap ID, error messages, screenshots

• Zapier Help Center
• Community Forum
• Live chat (paid plans)

• ZappWay API Documentation
• Zapier Platform Documentation
• AI Employee Guide
• Datastore Documentation

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Feedback

• Request new ZappWay actions via [email protected]
• Vote on Zapier feature requests in their community

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✅ Quick Reference

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Setup Checklist

✓ ZappWay account created
✓ API key generated and secured
✓ Zapier account created
✓ ZappWay app connected in Zapier
✓ First Zap created and tested
✓ Error notifications configured
✓ Workflow documented

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Available Actions

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Common Trigger Apps

• Gmail - New emails
• Google Forms - Form submissions
• Google Drive - New/updated files
• Typeform - Form responses
• Webhooks - Custom triggers
• Schedule - Time-based automation
• Google Sheets - New/updated rows

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Example Zap Templates

Gmail (New Email) → Query AI Employee → Send Gmail

Google Drive (New File) → Upload to Datastore

Typeform (New Entry) → Query AI Employee → Create Salesforce Lead

RSS (New Item) → Query AI Employee → Create WordPress Post